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Period Close Procedures And Exceptions in Oracle Projects Release 12 [ID 1336233.1]

Modified: Jul 10, 2012 Type: REFERENCE Status: PUBLISHED Priority: 2

In this Document

Purpose

Scope

Details

Overview

Period Close Validation

Enhanced Period Processing

Maintain Common PA and GL Periods

Period Close Exceptions

The EXC: Transaction Exception Reports

EXC: Transaction Exception Detail Reports

EXC: Transaction Exception Summary Reports

Exception Category Details

The Subledger Period Close Exceptions Report

References

Applies to:

Oracle Project Foundation - Version 12.0.3 to 12.1.3 [Release 12.0 to 12.1]Information in this document applies to any platform.Form:PAXSUMPS.FMB - PA PeriodsForm:PAXPAGLP.FMB - GL PeriodsReport:PAXEXCPD.RDF - EXC: Transaction Exception Details by PA PeriodReport:PAXEXCPS.RDF - EXC: Transaction Exception Summary by PA PeriodConcurrentProgram:PAXEXGLD - EXC: Transaction Exception Details by GL PeriodConcurrentProgram:PAXEXGLS - EXC: Transaction Exception Summary by GL PeriodConcurrentProgram:XLAPEXRPT - Subledger Period Close Exceptions Report

Purpose

This document is intended to provide information and resources to assist you in performing period end close activities in Oracle Projects and to provide some guidance forhandling exceptions that may prevent your period from closing.

Scope

This information is specifically addressing the period close process in Oracle Projects Release 12.0 and 12.1.

Details

Overview

The basic steps involved in closing periods in Oracle Projects are as follows:

1. Change the Current Oracle Projects Period Status from Open to Pending Close

2. Open the Next Oracle Projects Period3. Complete all Maintenance Activities4. Run Maintenance Processes5. Complete All Transactions for the Period Being Closed6. Run the Cost and Borrowed and Lent Distribution Processes7. Run the Generate Cost and Cross Charge Accounting Events Programs8. Interface Cost and Cross Charge Transactions to Other Applications9. Generate Draft Revenue for All Projects

10. Review and Release Revenue for All Projects11. Run the Generate Revenue Accounting Events Process12. Run the Create Accounting to Process Revenue Accounting Events13. Generate Invoices14. Transfer Invoices to Oracle Receivables15. Run Period Close Exceptions and Tieback Reports16. Run Final Project Costing and Revenue Management Reports17. Change the Current Oracle Projects Period Status from Pending Close to Closed18. Advance the PA Reporting Period (Optional)19. Update Project Summary Amounts20. Restore Access to User Maintenance Activities21. Reconcile Cost Distribution Lines with General Ledger (Optional)22. Permanently Close the Oracle Projects Period (Optional)

The full details of the activities associated with each of these steps are described in the EBusiness Suite (EBS) Period close advisor under the Projects tab. (Note 335.1). This list and the detailed activities provided in the aforementioned advisor note provide an excellent guideline for the activities that are required for a successful period closein Projects.

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Period Close Validation

The table below illustrates the validations that are performed by the system when you change the status of a PA or GL period to 'Closed' in Oracle Projects. The validationsand the results will depend on whether you use enhanced period processing (EPP) and whether you maintain common PA and GL Periods.

Enhanced Period Processing

This feature controls (among other things) whether or not the user has the ability to open and close GL periods at the subledger application level for Projects. If it is notenabled, then GL periods for projects are maintained in GL only.

The use of this feature is controlled at the site level by the profile option PA: Enable Enhanced Period Processing as illustrated below:

Maintain Common PA and GL Periods

If PA Periods and the GL Accounting periods are of the same type, and the user wishes to maintain their status in a single operation rather than independently opening andclosing PA and GL periods, he may enable this option. This option is only available if EPP is also enabled. The use of this feature is controlled by the operating unit levelimplementation option setting illustrated below (Navigation: Setup -> System -> Implementation Options -> System Tab)

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In the table "EPP = Y/N" indicates whether or not enhanced period processing is enabled, and "Common Periods = Y/N" indicates whether or not common PA and GL periodsare being maintained.

The validation for transactions whose accounting events are not generated in Subledger Accounting (SLA)--the first item in the table--includes events for the following typesof transactions:

Pre-approved batch cost distributionsCost distributions for expenditure items imported to Projects as unaccountedSupplier Invoice and Expense report cost adjustments made in ProjectsRevenue distributionsCross charge distributionsTotal Burdened cost distributions

EPP=N EPP = YCommon Periods

= N

EPP = YCommon Periods

= Y

PAPeriod

GLPeriod

PA Period GL Period PA Period GL Period

Accounting Events for Projects Transactions are not Generated in SLA Error N/A None Error N/A Error

Projects-related supplier invoices or expense reports in Payables notInterfaced to Projects

Warning N/A Warning None N/A Warning

Receipts for project-related purchase orders in Purchasing not interfaced toProjects

Warning N/A Warning None N/A Warning

Project-related transactions in Project Manufacturing/Inventory are notinterfaced to Projects

Warning N/A Warning None N/A Error

Transactions in Projects are not cost distributed Warning N/A Warning Warning N/A Warning

Period Close Exceptions

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Period Close Exceptions

Projects includes a number of standard reports to assist with the identification and correction of exceptions that may interfere with your period close procedures. Theseinclude:

EXC: Transaction Exception Details by GL Period (PAXEXGLD)EXC: Transaction Exception Details by PA Period (PAXEXCPD)EXC: Transaction Exception Summary by GL Period (PAXEXGLS)EXC: Transaction Exception Summary by PA Period (PAXEXCPS)Subledger Period Close Exceptions Report (XLAPEXRPT)

To close GL and PA periods in Projects it is only required that you have generated accounting events for all of your subledger transactions. These do not need to be finallyaccounted and transferred to GL.

The Subledger Period Close Exceptions Report will provide details of what accounting events have been generated, but not finally accounted and imported into GL.

The EXC: Transaction Exception Reports

The EXC: Transaction Exception reports should be used when attempting to close a PA Period or GL Period for Projects. These reports search for and report on transactionsin a specific range of PA or GL periods which would result in a warning or error during period closure.

When you attempt to close a PA or GL period, the system will perform the validations described above, and if exceptions are found, it will report them either as a warning(which will still allow you to close the period):

or as an error (which will not)

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In either case you can see that the system will refer the user to the EXC: Transaction Exception reports to obtain the details of the transactions that have generated thewarning or error.

There are two types of transaction exception reports, detailed and summary, and the two should be used in tandem to help determine what transactions are causing thewarning or error and what needs to be done to clear it.

EXC: Transaction Exception Detail Reports

The detail reports provide specific transaction details grouped by the exception category (discussed in more detail below) and the specific exception encountered within thatcategory. These reports (there is one for PA and one for GL periods) can be run for a range of periods, and you can limit the report to a particular type of exception.

They allow the user the ability to pinpoint the specific transactions that are encountering some kind of issue in the period close validation.

EXC: Transaction Exception Summary Reports

The summary reports do not provide specific transaction information, but rather a summary count of transactions and a total amount for each exception type.

For each exception type found on the report, the summary report additionally suggests a corresponding corrective action to assist with clearing this type of exception. Assuch these reports should be used in conjunction with the detail reports. The latter providing the details of what transactions have issues, and the former to indicating thecorrective actions for clearing those exceptions.

Exception Category Details

The table below lists the various exception categories reported on by these reports. These exception categories are defined in PA_LOOKUPS with lookup_type ='EXCP_LEVEL_TYPE'. A detailed description of each type of exception, and how the report determines these exceptions follows:

Category Code Description

COST_EXCP Costing Exceptions

REV_EXCP Revenue Exceptions

CC_EXCP Cross Charge Accounting Exceptions

UNCOST_EXCP Uncosted Transactions

AP_INV_EXCP Accounts Payable Invoice Exceptions

RECEIPT_EXCP Receipt Accrual Exceptions

MFG_EXCP Project Manufacturing/Inventory Exceptions

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Costing Exceptions:

Although the category name would seem to imply it, these are not exceptions with cost distribution. When expenditure items are cost distributed in Projects,distribution records (cost distribution lines, or CDL's) are created in the table PA_COST_DISTRIBUTION_LINES_ALL. Costing exceptions refer to issues with thesubsequent processing and accounting of these cost distribution lines. They are items that are already cost distributed and therefore have cost distribution lines, butthese distributions have either not been interfaced to SLA and accounted or they have not been processed for burdening. This category applies to all types ofexpenditure items and adjustments that generate cost distribution lines in Projects.

The process which interfaces these distribution lines to SLA is the "PRC: Generate Cost Accounting Events" process.

Costing exceptions will be reported either if this process has not been run, or if there is some error or exception in the process for a distribution line. Whenexceptions occur while generating the cost accounting events, a value is stored in the column TRANSACTION_REJECTION_REASON for the cost distribution line. Thisis the value that will be used to report the exception. If there is no transfer rejection reason, but the items transfer status indicates that it has not been processed,then the exception reported will simply be "New line not yet processed by Oracle Projects"

The burdening process is "PRC: Create and Distribute Burden Transactions". If an item is eligible for burdening and has not been processed, or an exception hasoccurred during it's burden processing, a costing exception will also result result. When an issue occurs during burdening a value will be stored in the distributionline's BURDEN_SUM_REJECTION_CODE column, and this value will be used to report the specific exception on the report. If there is no rejection code, but the eligibledistribution line has not been processed for burdening, the report will again give the exception "New line not yet processed by Oracle Projects"

Revenue Exceptions

Revenue exceptions refer to issues found with existing revenues in PA_DRAFT_REVENUES_ALL (not with the generation of revenue). These exceptions refer torevenues which have been generated, but have not been transferred to SLA/GL.

The process which interfaces revenue distributions to SLA is "PRC: Generate Revenue Accounting Events". When there is a problem with this process, the reason forthe problem will be stored in the column TRANSFER_REJECTION_REASON on the draft revenue. The exceptions reported will be based this value. If there is norejection reason, but the revenue has not been transferred to SLA, it will be reported as a "New line not yet processed by Oracle Projects"

Cross Charge Accounting Exceptions

Cross charge exceptions refer to issues with cross charge distributions in PA_CC_DIST_LINES_ALL for which accounting events have not been successfully created inSLA.

The process which transfers cross charge distributions to SLA is "PRC: Generate Cross Charge Accounting Events". When there is an issue generating the accountingevent for a cross charge distribution, the cause of the issue will be indicated in the TRANSFER_REJECTION_CODE of the distribution line. The exception reported isbased on this value. If this code is blank or is not found, the report will indicate an "Undefined" exception. An "Undefined" exception could simply indicate that thedistribution has not been processed or it could mean that some issue has occurred which has not been mapped to an exception reason.

When receiving an "Undefined" exception in this category, you should first run the "PRC: Generate Cross Charge Accounting Events" process, and if any exceptions

occur in this process, you should address them. Once that process is reporting no exceptions, you can re-run the period close exception reports and the exceptionsshould be cleared.

Uncosted Transactions

These exceptions refer to expenditure items which have not yet been cost distributed. (That is: PA_EXPENDITURE_ITEMS_ALL.COST_DISTRIBUTED_FLAG = 'N').

If cost distribution was attempted but there was a problem, the distribution process will populate the reason for the error in the expenditure items'COST_DIST_REJECTION_CODE column. This value will be used to report the exception. Otherwise it will simply be reported that the item is not cost distributed, inwhich case you should simply run the appropriate cost distribution processes for the types of transactions being reported. The process which distributes a particulartransaction will depend on the type of the expenditure item. Depending on the transaction you may have to run any or all of:

PRC: Distribute Labor CostsPRC: Distribute Usage and Miscellaneous CostsPRC: Distribute Supplier Cost AdjustmentsPRC: Distribute Expense Report Adjustments

Accounts Payable Invoice Exceptions

These exceptions result from project-related invoices and expense reports in Oracle Payables which have not been transferred to Projects.

The process which interfaces these expenditures to projects is "PRC: Interface Supplier Costs". The specific exceptions reported are based on the value of thePA_ADDITION_FLAG column in AP_INVOICE_DISTRIBUTIONS_ALL. The values in this column are maintained by the interface process and reflect whether or not theitem has been interfaced to Projects, and if not, why not. For each, an appropriate exception reason and corrective action are reported.

In some cases the reason may simply be that the interface process (PRC: Interface Supplier Costs) has not been run for the transactions. In this case the item will bereported as a "New line not yet processed by Oracle Projects".

Receipt Accrual Exceptions

Receipt accrual exceptions also refer to eligible project-related transactions which have not been interfaced into Oracle Projects. In this case the transactions arereceipt accruals. The process which interfaces these transactions to Projects is the same one used to interface supplier invoices: "PRC: Interface Supplier Costs".

The exceptions are based on the PA_ADDITION_FLAG in the table RCV_RECEIVING_SUBLEDGER. This flag is maintained by the interface process, but the values arenot as varied as those for supplier invoices. The values which represent exceptions are 'N', meaning that the receipt accrual has not been interfaced to Projects, or'I', indicating that the tax amount for the receipt accrual is not interfaced to Projects.

Project Manufacturing/Inventory Exceptions

These exceptions also represent eligible project-related transactions in an external application which have not been transferred to Projects. In this case the

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These exceptions also represent eligible project-related transactions in an external application which have not been transferred to Projects. In this case thetransactions are material and wip transactions from Project Manufacturing and Inventory.

This type of transaction is interfaced to Projects by running the Cost Collector process in Inventory, and then interfacing the transactions to Projects via the PRC:Transaction Import process.

For these types of transactions, the report will indicate either

a. the Cost Collector process in inventory has not been run for the transactionb. The Cost Collector encountered an error when processing the transactionc. The transaction has been transferred to Projects, but is still in the PA_TRANSACTION_INTERFACE table awaiting import to Projects.

In the first two cases the issue will need to be addressed in the source application. Items which are pending import into Projects can be imported using the PRC:Transaction Import process.

The Subledger Period Close Exceptions Report

This report should be used when trying to close your GL period in General Ledger. Periods in Projects can be closed once your transactions have been successfullytransferred to SLA (which is equivalent to saying that the accounting events have been successfully generated for them).

However, before they will be reflected in the General Ledger, these events need to be accounted by running the PRC: Create Accounting process. This process can alsointerface the accounted events to GL, or that can be done at a later time by running the "PRC: Transfer Journal Entries to GL" process.

The Subledger Period Close Exceptions report will report exceptions in these last steps between SLA and GL.

It will report all unprocessed accounting events, that is, accounting events which have not been processed by the Create Accounting program to generate journal entries, aswell as those that have been accounted in Draft mode, and those that have been accounted in Final mode, but which have not yet been transferred to the General Ledger.

For more information on the parameters and outputs of the various exception reports:

The "EXC: Transaction Exception" reports above are fully documented, including the parameters, and complete output details in the Oracle Projects FundamentalsUser Guide Chapter: "Reports and Listings". The "Subledger Period Close Exceptions Report" is documented including all parameters and output data elements in the Oracle Subledger Accounting ImplementationGuide Chapter: "Subledger Accounting Reports"

References

NOTE:335.1 - Period Close Advisor: E-Business Suite (EBS)NOTE:961285.1 - R12: Period-End Procedures for Oracle Financials E-Business Suite